Maintenance Clerk

Maintenance Clerk Under the supervision of the Building Maintenance Supervisor, the Maintenance Clerk will be responsible for providing a variety of administrative functions and support for the maintenance department. Maintains departmental records, logs, and files; answers and directs calls and questions; and prepares reports and correspondence. Maintains facility/furniture keys and all supplies within the maintenance department to ensure that the inventory is stocked and there is sufficient material to fill work order requests, submit purchasing requests, and complete miscellaneous projects as assigned. Maintains professional relations with vendors, suppliers, and outside contractors. Responsibilities: Administrative Clerical 1. Prepares and maintains reports and documents for the Department. Maintains contracts, payments, and receipts in centralized shared folders on the F drive. 2. Answer the telephone and respond to general questions. Direct calls accordingly to the Facilities and Safety Manager or the Maintenance Supervisor by taking messages and/or initiating appropriate paperwork as necessary. 3. Type correspondence: reports, forms, schedules, and various other materials as per instructions. 4. As requested by the department, the maintenance clerk will assist in generating and tracking work orders and purchase orders. Submit purchase requests to accounting/purchasing through e-requestor. 5. Assist the department Manager and Supervisor in tracking all facility needs to ensure that projects are identified in the yearly budget by utilizing the organization's Portal. 6. Complete minutes for Maintenance Department i.e., Monthly Supervisor meetings, maintenance staff meetings, vendor project meetings, and PCD quarterly meetings. 7. Makes indicated revisions to policies, Standard Operating Procedures, and reports correspondence developed by the Maintenance Supervisor or the Facility and Safety manager as part of the document draft and finalizes the process. Review proofs and recommendation edits to documents for approval and signature by the Maintenance Supervisor or the Facility and Safety Manager. Facility/Maintenance 1. Performs filing and related recordkeeping duties, e.g., PM schedules, monthly facility walkthroughs, generator testing, monthly fire extinguisher review, and inspection of mechanical equipment. 2. Prepares monthly after-hours on-call Maintenance schedule. 3. Administrate the tracking of company building and furniture keys. Ensure that keys are retrieved in a timely manner upon staff/vendor separation from the organization. Order and pick up keys from identified vendors for building doors and filing cabinets. 4. Support and assist the Emergency Coordinator in inventorying and issuing communicating two-way radios for the organization. 5. Administrate the monthly inventory of Janitorial paper supplies. Reorder supplies as needed. 6. Assist with obtaining bids from various vendors by the work order directions and established procurement protocols. 7. Assist with the updating and maintaining of all SDS sheets at all centers. 8. Maintain facility project folders i.e. Bienvivir El Paso and San Antonio, on the portal for identified budgeted project items. 9. Maintain and ensure updated building inspections are on the Company Portal 10. Performs other duties as assigned, logically related to the responsibility level of the current job description. Qualifications / Requirements: 1. Must have a High School Diploma or equivalent. 2. Previous clerical/secretarial or business coursework is highly desirable. 3. One (1) to two (2) years of experience working in a facility/maintenance setting or equivalent experience preferred. 4. Must have a VALID Texas driver's license. Required Skills Knowledge, Skills, and Abilities: 1. Understanding of Facility department policies and procedures. 2. Knowledge of related work order systems and thorough understanding of purchasing software systems is preferred. 3. Knowledge: Microsoft applications, to include Word, Excel, and Power Point; Maintenance software system; purchasing software system; inventory control. 4. Communications Skills: Good verbal and written communication skills are a must to communicate through work order system and to procure materials. 5. Skills/Abilities: Strong interpersonal and public relations skills; excellent typing skills and able to operate related computer applications; good math skills; well organized and attentive to detail. 6. Time Management Skills: Ability to work under stress and meet tight deadlines. Bienvivir